Scam protection: checking senders and bank details

Fake senders and invoices with someone else's bank details are among the most common scams against small businesses. The CRM therefore checks every incoming message automatically and shows a note when something cannot be confirmed. Nothing is blocked or deleted.

What is checked automatically

• Whether the message comes from an address that has never written before.
• Whether the sender's email provider could confirm that the message really comes from there.
• Whether replies would go to a different address than the sender's.
• Whether the sender's name matches a team member, your company or a contact while the address is a different one.
• Whether the address only looks like a known one, for example with a swapped letter or a digit instead of a letter.
• Whether a link leads somewhere other than its text shows.
• Whether an attachment is a file type that can run programs.
• For incoming documents: whether the bank details differ from the ones the same sender used before.

What the notes mean

Sender not verified means: we could not confirm the sender yet. That does not make the message dangerous, but a second look is worth it. The reasons are behind the question mark next to the note. For such messages, images from other servers only load when you tap Show images, so the sender does not learn when you opened the message.

Bank details differ means: the document shows a different account than earlier documents from the same sender. There can be a harmless reason (a new bank), but it is also the classic way to redirect money.

The note disappears as soon as someone from the team replies or taps Mark as verified. For documents, someone with access to finance confirms the document as verified.

What you should do

• Always confirm new bank details by phone, using a number you already know, for example from the contract or the website. Never the number in the message or on the document.
• Do not enter login details via links. If a message asks you to sign in somewhere, open the page yourself from your bookmarks.
• Do not open suspicious attachments. Invoices come as PDF, not as a program or web page.
• When in doubt, ask your team before you act.

What the protection cannot do

• It is not a virus scanner and does not check files for malware.
• It gives no guarantee. A message without a note can still be a scam.
• If a real address is hacked, the message looks normal to the check. Especially with bank details, only the phone call helps then.
• On scanned documents the bank details are often not readable. Then there is no note about them.

What is stored

• The check result per message (which points stood out).
• Who marked a sender or document as verified, and when.
• Of bank details only the last four digits and a check value that lets two documents be compared. The full IBAN is not stored for this.

The data stays in your account and is not passed on to third parties. More in the privacy policy.